Policy Letter on Vehicle Expense Reimbursement

Here’s a Policy Letter on Vehicle Expense Reimbursement to hand out to all of your employees along with their new employment paperwork.

It’s essential that employees are aware of important policies such as these and understand the steps they must take to follow the rules.

Giving them the details early on should avoid confusion later on down the road.

Additionally, consider including the contact information for the HR Representative that handles Vehicle Expense Reimbursement.

That way, if there are any misunderstandings they can easily be resolved!


Dear ________,

It is essential that any of our personnel who drive company and personal vehicles in connection with company business maintain a thorough record of any expenses incurred.  It is our desire to be certain that you are reimbursed for any expenditures that you make in this regard, and your good record keeping will make this possible.

Receipts must be submitted for gasoline purchases, parking expenses and repairs. In addition, we will require your daily record of the number of miles driven, the odometer reading, before and after, and the amount of time spent driving.  This information should be contained in your weekly report to     [name]. 

Thank you very much for your cooperation in this matter.

Related Pages
Employment Reimbursement Agreement
Expense Account Statement
Notice to Employees of New Vacation Policy

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